Project Communications: (Total of 27 - Updated 2013)

Project Communications
(Total of 27 – Updated 2013)

NOTE: THIS MAY BE COMMUNICATED BY E-MAIL
Request for Local Project Administration (Letter 1)
Date
Richard Crawford, Multimodal Program Manager

Maine Department of Transportation
Bureau of Project Development, Multimodal Program
16 State House Station
Augusta, ME 04333-0016
Subject: Local Project Administration Request

MaineDOT WIN __________________
Dear Mr. Crawford:
The Municipality of ______________________ is interested in the local administration of

[project scope, WIN]. If the project is eligible, please contact me as soon as possible so that
we can discuss the details of the project and the municipal administration thereof.
I have enclosed backup information about the Municipality’s qualifications to administer this
project locally, including our experience with projects of similar size and scope, and our
ability to manage and track federal/state funds for this project.
Sincerely,
_______________, Local Project Administrator

Municipality of
Local Agreement Execution (Letter 2)
Date
Michael Laberge, Local Projects Coordinator

Subject: Local Project Agreement Execution Request

MaineDOT WIN__________
Dear Mr. Laberge:
Enclosed are two signed and dated copies of the Local Public Agency Agreement for local
administration of [project scope, WIN] by the Municipality of ______________________. I
understand that I cannot be reimbursed for any Preliminary Engineering or Right of Way
without an official “Notice to Proceed” from the MaineDOT Local Projects Coordinator.
Please have the agreement executed as soon as possible.
Sincerely,

Municipality of
Enclosure: Signed project agreement

Project Budget (Letter 3)
Date
________________, Project Manager

Subject: Project Budget and Schedule Submission

Dear________________:
Attached is the line-item budget and schedule you requested for [project scope, WIN] in the
municipality of ____________________. If you need additional information, please let me
know.
Sincerely,

Municipality of
Enclosure: Project budget and schedule

NOTE: THIS MUST BE SUBMITTED ON OFFICIAL LETTERHEAD
Request for Reimbursement (Letter 4)
Date

Subject: Project Billing

Dear________________:
Attached is the LAP Project Costs Worksheet for [Insert work phase] for [project scope,
WIN] in the Municipality of ______________________. Total project-related costs for the
period are $____________________, and reimbursement is requested for the federal/state
share of $__________ of project costs the period. Project costs during the period also include
a local share of $__________ .
I have also enclosed a required progress report, covering:

 A written statement describing work accomplished during the period and to date;
 An estimate of the percentage of work completed;
 The percentage of time elapsed and the percentage of the contract amount expended;
 The amounts of any contract modifications executed to date, if applicable..
If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosures:
1. LAP Project Costs Worksheet
2. Project progress report for billing period
Request for Review of RFQ/ RFP (Letter 5)
Date

Subject: RFP Review Request

Dear________________:
The Municipality of _______________________ intends to solicit for engineering services

for [scope of services] on the project for [project scope, WIN]. Attached is the Request for
Proposals that we intend to use for the solicitation. We intend to advertise the proposal on
[date].
Please review as soon as possible and inform me as to its adequacy.
Sincerely,

Municipality of
Enclosure: Draft RFP

Consultant Selection Approval Request (Letter 6)
Date

Subject: Consultant Selection Approval Request

MaineDOT WIN________
Dear________________:
The Municipality of _____________________ has selected [name of consultant firm] for

[scope of engineering services] for [project scope, WIN]. Attached is the negotiated
contract and cost proposal. We understand that we cannot award the contract without your
approval.
We have verified that the selected consultant is not debarred, suspended, proposed for
debarment, declared ineligible or otherwise prohibited from working on federally funded
contracts. We have attached documentation verifying this.
Please review as soon as possible and inform me of your decision.
Sincerely,

Municipality of
Enclosure: Negotiated contract, cost proposal

Sole Source Consultant Selection (Letter 7)
Date

Subject: Sole Source Consultant Request

MaineDOT WIN_________
Dear _______________:
The Municipality of ______________________ would like to use [name of consultant firm]

for [scope of services] for [project scope, WIN]. Since the consultant costs will be below
$25,000, our understanding is that a Qualifications Based Selection process is not required.
We believe that [name of consultant firm] has sufficient qualification to complete the
requested services, based upon our previous experience with this firm, as follows:
(Please describe.)
Please review the submitted materials and let us know if we are approved to negotiate a
contract with this firm. We understand that we cannot award a contract without your approval.
Please review as soon as possible and inform me of your decision.
Sincerely,

Municipality of
Enclosures:
1. Technical proposal
2. Cost proposal
3. Statement of qualifications
Copy of Consultant Contract (Letter 8)
Date

Subject: Consultant Contract

Dear _______________:
Attached is a copy of the executed contract between [name of consultant firm] and the
Municipality of ______________________ for [scope of services] on the project for [project
scope, WIN].
Sincerely

Municipality of
Enclosure: Executed Contract

Right-of-Way Acquisition Plan (Letter 9)
Date

Subject: Right-of-Way Acquisition Plan Approval Request

Dear _______________:
Attached is the process, staff qualifications and owner dispute resolutions that the
Municipality of ______________________ intends to use to obtain Right of Way for [project
scope, WIN]. If you have any questions, or need additional information, please let me know.
Sincerely,

Municipality of
Enclosure: Right-of-way acquisition plan

NOTE: THIS LETTER MUST BE SUBMITTED ON OFFICIAL LETTERHEAD
WITH THE FINAL PLANS, SPECIFICATIONS & ESTIMATE (PS&E) PACKAGE
Right-of-Way Certification (Letter 10)
Date

Subject: Right-of-Way Certification

Dear _______________:
Attached is the official certification that all Right of Way acquired for [project scope, WIN]
in the Municipality of ______________________ was acquired in accordance to requirements
identified in the executed Project Agreement dated [execution date]. All information about
the Right of Way process can be made available to you at your request. If you need additional
information, please let me know.
Sincerely,

Municipality of
Enclosure: Right-of-way certificate

WITH THE ATTACHED NEPA CHECKLIST
NEPA Checklist Submission (Letter 11)
Date

Subject: National Environmental Policy Act (NEPA) Checklist

Dear _______________:
Attached is the completed National Environmental Policy Act (NEPA) checklist for [project scope,
WIN] in the Municipality of ______________________. If you need additional information, please let
me know.
Sincerely,

Municipality of
Enclosure: NEPA documentation checklist

Cc: MaineDOT Environmental Office
NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) DOCUMENTATION (Letter 11)
For the Maine Department of Transportation
Project Title & Location:

Federal Project #: WIN:
Description of Work:
MaineDOT Project Manager:
-------------------------------------------------------------------------------------------------------------------------------
Please answer the following questions and attach supporting documentation as requested. If there is
a “yes” response, please explain on a separate sheet or contact your MaineDOT Project Manager for
guidance.
1.) Public Involvement – Is there substantial public opposition to proposed action?  Yes  No
The answer should become apparent at the local public meeting approving the
project.
Documentation: Local project approval; public hearing records; letters from the
public; Council/Selectperson or Planning Board minutes; or Letter 16 in the manual.
2.) Right-of-Way – Does action include a residential or commercial displacement,  Yes  No

or acquisition of property rights that will result in substantial abutter impacts?
For help with “substantial”, please contact your Project Manager at MaineDOT.
Documentation: Existing and/or Proposed RW plan and/or Letter 17 in the manual.
3.) Wetlands – Does action require an Army Corps of Engineers Programmatic  Yes  No
Category III (Individual) Permit?
Documentation: Copy of federal Permit or Letter 12 in the manual.
4.) Section 4(f) or 6(f) – Does action require use of property protected by  Yes  No
Section 4(f) of the Department of Transportation Act (except for Transportation
Enhancement requisitions and preservation of historic sites), or Section 6(f) of the
Land and Water Conservation Fund Act?
In other words, does the project involve any publicly owned land, parks,
recreation areas, wildlife and waterfowl refuges, or historic sites?
Documentation: State Historic Preservation Officer, Department of Conservation,
Municipality Communications, Existing and/or Proposed RW plan or Letter 17 in the manual.
5.) Other – Does action adversely affect any known critical or unique natural  Yes  No
resource, the quality of adjacent surface water resources, municipality
cohesiveness, planned municipality growth, or beneficial land use patterns?
Signed by:________________________________________________ Date:__________________

Name, Local Project Administrator
Environmental Certification (Letter 12)
Date

Subject: Environmental Certification

Dear _______________:
This document serves as official certification that all environmental permits required for
[project scope, WIN] in the Municipality of ____________________ were obtained and
approved in accordance with requirements identified in the executed Local Public Agency
Agreement dated [execution date].
Attached are all of the approved permits. If you need additional information, please let me
know.
Sincerely,

Municipality of
Enclosures: Environmental permits

Cc: MaineDOT Environmental Office
NOTE: By signing the document, you are providing all the approved permits required to
construct the project. If no permits are required, please supply a narrative as to why no
permits were needed.
Utility Certification (Letter 13)
Date

Subject: Utility Certification

Dear _______________:
I certify that all utility [and railroad] work necessitated by the subject project has been identified and
coordinated with the respective utilities [and railroads]. The following utilities [and railroads] have
been identified as having facilities within the project limits:
Utility/Railroad Impacted facilities? (yes/no)
All of the above entities were first informed of the project on [Date], were involved as necessary
throughout design, and received the most current plans on [Date]. Furthermore, the above entities have
been informed of the proposed advertising date - [Date].
All arrangements have been made for the utility/railroad work to be undertaken and completed to allow
for construction of the project. There are no direct payments anticipated to utilities/railroads as a part
of the project [except as otherwise provided through the following agreements:]
Utility/Railroad Date of Agreement
The primary utility/railroad contacts involved in the coordination of the project are as follows:
Utility/Railroad Contact Name Telephone #
Sincerely,
Preliminary Alignment Design (Letter 14)
Date

Subject: Preliminary Alignment Design Submittal

Dear _______________:
Attached for your review is the Preliminary Alignment Design for [project scope, WIN] in
the Municipality of ______________________. If you would like to make a field visit to the
project site at the time, I will make the arrangements.
Sincerely,

Municipality of
Enclosure
Preliminary Design Report (Letter 15)
Date

Subject: Preliminary Design Report (PDR) Submittal

Dear _______________:
Attached for your review and approval is the Preliminary Design Report for [project scope,
WIN] in the Municipality of _______________. Quality-control design checks were
conducted by________________ as part of the preliminary design process.
If you would like to visit the project site, please notify me and I will make the arrangements.
Please let me know if you need additional information.
Sincerely,

Municipality of
Enclosure: Draft Preliminary Design Report

Public Process (Letter 16)
Date

Subject: Public Process Certification

Dear _______________:
This letter is the official certification that the public process required for [project scope,
WIN] in the Municipality of ________________________ was done in accordance with
requirements identified in the executed Project Agreement dated [execution date].
DESCRIBE ANY PUBLIC OPPOSITION HERE, IF APPLICABLE.
I have attached the meeting minutes and sign-in sheet for your information. If you need any
additional information, please let me know.
Sincerely,

Municipality of
Enclosure: Meeting minutes

Plan Impacts (Letter 17)
Date

Subject: Plan Impacts

Dear _______________:
Attached for your review are the Plan Impacts for [project scope, WIN] in the Municipality
of _____________________. Quality-control design checks were conducted by
___________as part of the design process.
If you would like to visit the project site, please notify me and I will make the arrangements.
Please let me know if you need additional information.
Sincerely,

Municipality of
Enclosure: Plan Impacts

Construction Authorization Request (Letter 18)
Date

Subject: Construction Authorization Request

Dear _______________:
Attached for your review and approval is the bid package intended to advertise for
construction services on [project scope, WIN] in the Municipality of
______________________. I hope to advertise the project on [advertise date].
I have also attached the latest cost estimate and schedule for the project. I understand that I
cannot advertise the project until I have your written approval.
Sincerely,

Municipality of
Enclosure: Draft PS&E package

Construction Award Request (Letter 19)
Date

Subject: Construction Award Request

Dear _______________:
Attached for your review are the bid tabulations, latest cost estimate and schedule for [project
scope, WIN] in the Municipality of ______________________. [name of contractor] is the
lowest responsive, responsible bidder, and it is our recommendation that the project be
awarded to that contractor.
I realize that I cannot award the project until I receive your written approval.
Sincerely,

Municipality of
Enclosures:
1. Bid tabulations
2. Cost estimate
3. Schedule
Construction Contract (Letter 20)
Date

Subject: Construction Contract

Dear _______________:
Attached for your files is the executed construction contract between the Municipality of
______________________ and [name of contractor] for [project scope, WIN]. If you need
additional information, please let me know.
Sincerely,

Municipality of
Enclosure: Signed construction contract

Pre-Construction Meeting Notification (Letter 21)
Date

Subject: Pre-Construction Meeting

Dear _______________:
Your attendance is requested at the pre-construction meeting for [project scope, WIN] in the
Municipality of ______________________ on [meeting date/time]. If you need additional
information, please let me know.
Sincerely,

Municipality of
COMMUNICATIONS – 22 of 27
Pre-construction Meeting Minutes (Letter 22)
Date

Subject: Pre-construction Meeting Minutes

Dear _______________:
Attached are the pre-construction meeting minutes for [project scope, WIN] in the
Municipality of ______________________, held on [meeting date]. If you have any
concerns or need additional information, please let me know.
Sincerely,

Municipality of
Enclosure: Meeting minutes

COMMUNICATIONS – 23 of 27
On-the-Job Training Intent (Letter 23)

(Only for projects with labor costs exceeding $2.5 million)
Date

Subject: On-the-Job Training Intent

Dear _______________:
Attached for your information is on-the-job training intent for [project scope, WIN] in the
Municipality of ______________________. If you need additional information, please let me
know.
Sincerely,

Municipality of
Enclosure
On-the-Job Training Registrations (Letter 24)

(Only for projects with labor costs exceeding $2.5 million)
Date

Subject: On-the-Job Training Registrations

Dear _______________:
Attached for your information are the on-the-job training registrations for [project scope, WIN] in the
Municipality of ______________________. If you need additional information, please let me know.
Sincerely,

Municipality of
Enclosure
Contract Modification Request (Letter 25)
Date

Subject: Contract Modification Request

Dear _______________:
I am requesting a contract modification for [project scope, WIN] in the Municipality of

______________________. The change will consist of [insert description of contract
modification including scope change and/or extra costs].
An independent estimate of the cost of the additional work is attached. This modification will
add [number of days] to the original contract.
[Note: The amount of time involved in the modification must be noted in the letter. If there is no
change in schedule, then state “0 days” or indicate that the modification will not change the amount
of time associated with the contract.]
Sincerely,

Municipality of
Enclosure: Draft contract modification

Final Inspection (Letter 26)
Date

Subject: Final Inspection, MaineDOT WIN________
Dear _______________:
Your attendance is requested at the Final Inspection for [project scope, WIN] in the
Municipality of ______________________ on [meeting date/time]. At the time, we can also
make available all documentation and testing required for the project.
Sincerely,

Municipality of
NOTE: THIS MUST BE SUBMITTED ON LETTERHEAD TO THE PROJECT MANAGER
Final Billing (Letter 27)
Date

Subject: Final Billing, MaineDOT WIN________
Dear _______________:
This letter serves as the official notification that all requirements for [project scope, WIN] in the
Municipality of ______________________ were completed in accordance with the executed
Project Agreement dated [execution date]. Attached is the final billing for the project.
Sincerely,

Municipality of
Enclosure: Final billing

Project Communications: (Total of 27 - Updated 2013)

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Project Communications: (Total of 27 - Updated 2013)

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Project Communications

(Total of 27 – Updated 2013)

Request for Local Project Administration (Letter 1)

Richard Crawford, Multimodal Program Manager

Subject: Local Project Administration Request

Dear Mr. Crawford:

The Municipality of ______________________ is interested in the local administration of

_______________, Local Project Administrator

Local Agreement Execution (Letter 2)

Michael Laberge, Local Projects Coordinator

Subject: Local Project Agreement Execution Request

Dear Mr. Laberge:

_______________, Local Project Administrator

Enclosure: Signed project agreement

Project Budget (Letter 3)

________________, Project Manager

Subject: Project Budget and Schedule Submission

_______________, Local Project Administrator

Enclosure: Project budget and schedule

Request for Reimbursement (Letter 4)

________________, Project Manager

Subject: Project Billing

I have also enclosed a required progress report, covering:

If you need additional information, please let me know.

_______________, Local Project Administrator

Request for Review of RFQ/ RFP (Letter 5)

________________, Project Manager

Subject: RFP Review Request

The Municipality of _______________________ intends to solicit for engineering services

Please review as soon as possible and inform me as to its adequacy.

_______________, Local Project Administrator

Enclosure: Draft RFP

Consultant Selection Approval Request (Letter 6)

________________, Project Manager

Subject: Consultant Selection Approval Request

The Municipality of _____________________ has selected [name of consultant firm] for

Please review as soon as possible and inform me of your decision.

_______________, Local Project Administrator

Enclosure: Negotiated contract, cost proposal

Sole Source Consultant Selection (Letter 7)

________________, Project Manager

Subject: Sole Source Consultant Request

The Municipality of ______________________ would like to use [name of consultant firm]

_______________, Local Project Administrator

Copy of Consultant Contract (Letter 8)

________________, Project Manager

Subject: Consultant Contract

_______________, Local Project Administrator

Enclosure: Executed Contract

Right-of-Way Acquisition Plan (Letter 9)

________________, Project Manager

Subject: Right-of-Way Acquisition Plan Approval Request

_______________, Local Project Administrator

Enclosure: Right-of-way acquisition plan

Right-of-Way Certification (Letter 10)

________________, Project Manager

Subject: Right-of-Way Certification

_______________, Local Project Administrator

Enclosure: Right-of-way certificate

NEPA Checklist Submission (Letter 11)

________________, Project Manager

Subject: National Environmental Policy Act (NEPA) Checklist

_______________, Local Project Administrator

Signed by:______________________________ Date: